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ES2002 Business Communication

ES2002 Business Communication. Letter Writing: Planning. Planning involves:. Understanding the situation / problem Defining your objectives Analysing your reader. Understanding the situation / problem. Relevant question to ask: What prompts you to write this letter?.

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ES2002 Business Communication

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  1. ES2002 Business Communication Letter Writing: Planning

  2. Planning involves: • Understanding the situation / problem • Defining your objectives • Analysing your reader ES2002 Business Communication: Letter Writing: Planning

  3. Understanding the situation / problem Relevant question to ask: What prompts you to write this letter? ES2002 Business Communication: Letter Writing: Planning

  4. Defining your objectives Relevant questions to consider: What is/are your purpose(s)? What specific information do you want your readers to give/to know? What specific action(s) do you want your readers to take? What specific attitude(s) do you want your readers to adopt? ES2002 Business Communication: Letter Writing: Planning

  5. Analysing your reader • For message to be meaningful to readers, carefully analyse: • their information needs; • their concerns/questions; • their characteristics; • your relationship with them; and • their attitude towards you and the subject. ES2002 Business Communication: Letter Writing: Planning

  6. Readers’ informational needs Readers’ informational needs • Consider: • Your readers’ familiarity with the subject. • The specific pieces of information you need to give your readers. Analysing readers ES2002 Business Communication: Letter Writing: Planning

  7. Readers’ concerns/questions Readers’ concerns/questions • Identify specific issues they will be concerned about. • Identify specific questions they will be asking. • Anticipate which parts of the letter they are likely to accept/reject. Analysing readers ES2002 Business Communication: Letter Writing: Planning

  8. Readers’ characteristics Readers’ characteristics • Think about: • Your readers’ position in the organisation. • Your readers’ educational background. • Your readers’ familiarity with the technicalities of your profession. Analysing readers ES2002 Business Communication: Letter Writing: Planning

  9. Your relationship with your readers Your relationship with readers • Look at the relationship from: • A social point of view. • A professional point of view. Analysing readers ES2002 Business Communication: Letter Writing: Planning

  10. Readers’ attitude towards you and the subject Readers’ attitude towards you/subject • Likely possibilities: • Negative • Positive • Neutral/Indifferent Analysing readers ES2002 Business Communication: Letter Writing: Planning

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